WeddingCraftr · the manual · est. '25 Open the app
Chapters
  1. Start
    1. The manual
    2. Getting started
    3. The season
  2. Plan the wedding
    1. Beginning a wedding
    2. Vendors
    3. The run sheet
    4. Guests
    5. Rooms and travel
    6. Seating
    7. Explore
  3. People & logistics
    1. The budget
    2. The couple
    3. Documents
    4. Lorenzo
    5. People and the team
    6. Sharing outside the app
    7. The phone app
  4. Work & billing
    1. Clients, deals and getting paid
    2. Settings and email
    3. Plans and billing
    4. Automations
    5. Tasks and workflows
    6. The wedding website
    7. Design and mood boards
    8. Reports
    9. Meetings and your own mailbox

Meetings and your own mailbox

Two things that used to live outside the desk: the back and forth of finding a time, and the mail you already write from Gmail or Outlook. The Scheduler hands a client a page with only the times you are free. The mailbox files the mail you exchange with your clients, leads and vendors on the right deal or wedding, and lets you write from your own address without leaving the desk.

The Scheduler

Open Scheduler in the sidebar on the web, or the Scheduler tab on the phone. The first time, the empty state offers to create a meeting type. A meeting type is one kind of call: its name, how long it lasts, where it happens, and when you take it.

  • Where is a place, a phone call, your own link, or a video meeting. For Google Meet, Microsoft Teams and Zoom the link is made for each booking on your own account, so each client gets their own room. Meet and Teams use the calendar you connected; Zoom needs you to connect your Zoom account first.
  • When you take it is your working hours, plus buffers before and after, the notice you need, how far ahead a client can book, and a daily limit. A time in your Google or Microsoft calendar that is already busy is never offered, and one that became busy since your calendar last synced is refused at the moment of booking, with the other times still on the page.
  • Group slots take several people at one time up to a capacity you set, and share one calendar event and one video link.
  • Approval holds a booking until you accept it.
  • A form asks the client questions first. A required form holds the booking until it is filled; an optional one is a link in the confirmation mail.
  • A price takes payment before the booking is confirmed, on your connected Stripe account. A slot that is not paid for within half an hour goes back on offer and the request is voided. If a payment arrives after the slot was taken by someone else, the booking is marked needs attention and you are told, so nobody is ever charged for a time they do not have.

Copy link on a meeting type gives you its address, view.<your site>/book/<your handle>/<meeting>. The page shows times in the client's own timezone, with daylight saving handled. The same page can sit inside your own website: add ?embed=1 to the address, or use the embed snippet, and a meeting that needs a form or a payment continues on a full page.

What happens after a booking

The client gets a confirmation with a calendar file attached, reminders at the times you chose, and a manage link to move or cancel the booking until the cut-off you set. The booking is on your calendar and in your connected Google or Microsoft calendar. A client who is new becomes a contact and a lead with the source Scheduler; a returning one is attached to their open lead. Everyone on your team is told, and so are you on your phone.

Your own mailbox

Connect Gmail or Microsoft 365 under Settings → Mailbox on the web, or Profile → Mailbox on the phone. You can connect two. Only you see your mailbox card; a teammate can see that one exists and nothing else.

What we read. Mail to and from the people in your book for the last 90 days, and afterwards as it arrives. Newsletters and mail between teammates are left alone, and we never delete mail in your mailbox.

What we keep. The messages we file, not the mailbox. A filed conversation is private to you until you share it with your team.

Where it goes. Each conversation is filed on the lead, wedding or vendor its other end belongs to. Mail from someone who is only a contact, or from nobody in your book, is not filed.

How it looks. The card says Importing while the first 90 days come in, then Up to date with when it last checked. New mail is checked for every half hour or so, and Check now reads it straight away. Needs attention means the provider stopped letting us read the mailbox. You are told once, nothing new is filed and you cannot send from it until you Reconnect.

Writing from your own address

When a mailbox is connected, the composer has a From choice: your own address or the platform's. Sent from your own address, the client receives it from you, it sits in your Sent folder, and the app shows one message. A message sent from your own address goes immediately, so Schedule is not offered for it.

Labels

Linking a conversation in the app puts a label on it in Gmail, or a category in Outlook, named for the wedding, lead or vendor. Adding one of those labels in Gmail files the conversation in the app. Labels of your own are left alone.

Disconnecting

Disconnect asks what should happen to what we filed. Keep what is filed leaves the conversations in the app and ends sending from that address. Remove what it brought in deletes the conversations and messages the mailbox filed; messages you wrote in the app stay. Your calendar keeps working either way if you connected it too.